COVID-19 - Recording attendance in the school register during the Coronavirus outbreak

UPDATE (August 2020): Please refer to the article on COVID-19 Attendance Codes to be used in Academic Year 2020 by clicking HERE.  

The Department for Education (DfE) has issued guidance on recording student attendance in the registers after 1st June 2020. Please click here for the full details. This guidance on resuming the attendance register will be reviewed regularly by the DfE.

The DfE has confirmed that the Autumn Census 2020 will not be using attendance data from the Summer Term.

All schools should submit daily attendance figures to the DfE using the educational setting status form by midday every day.  The COVID-19 Attendance Figures report has been created to help you complete the DfE form, saving you valuable time and effort - click here for details.

We are currently in talks with the DfE regarding ScholarPack schools uploading a file straight from our reports in lieu of the form, but until confirmed please use the form provided.

Schools should resume taking the attendance register in ScholarPack when specific groups of students begin to return to school, and use the attendance and absence codes listed below until further notice. For guidance on setting up your Covid-19 teaching bubbles within ScholarPack please visit our step by step guide - ScholarPack Teaching Bubbles

To view the changes ScholarPack has made to subcategorise the attendance codes, helping you with DfE reporting requirements, click here.

Whole School closed

# code (school closed to all pupils): This code is to be used when a school is closed completely for a session. 

Pupils who are not eligible to attend a session

X code (not required in school):  This code is to be used for students who are not eligible to attend a session. This will include any student who is not in an eligible year group or priority group (those children of keyworkers and vulnerable children).

This may also include students who are in an eligible year group but are not required in school for a specific reason (e.g. they may be in year 0 or 1 but not expected in school at a given time due to social distancing requirements).

Temporarily, the X code can be used for compulsory school age children – usually it is only used where non-compulsory school age children are not expected to attend.

Pupils who are eligible to attend a session but do not

These codes are to be used for children in eligible year groups, children of critical workers and vulnerable children who do not attend a session.

Y code (unable to attend due to exceptional circumstances): This code is applied where a student is shielding, self-isolating, or has an Education Health and Care Plan (EHCP) and their risk assessment says that their needs cannot be safely met in school.

Temporarily, the Y code can be used where a student is prevented from attending school due to following government guidance on coronavirus. To help you to complete the educational setting status form, you should note whether the absence is due to shielding or isolation.

I code (illness): This code is to be used where a student cannot attend school due to illness. To help you to complete the educational setting status form, you should note whether the illness involves coronavirus symptoms.

C code (leave of absence authorised by school): This code is to be used where a student does not attend school (despite being eligible and is not shielding, self-isolating, unable to attend due to illness, nor has an EHCP risk assessment saying their needs cannot be safely met at school). This will include students whose parents choose for them not to return at present.

Note: At this time, all absence should be classed as authorised.

Pupils who are attending other schools

D code (dual registered): This code is to be used where a student is attending another school,  such as a pupil referral unit (PRU). The code will indicate that the student was not expected to attend the session in quesion as they are attending the other school at which they are registered. 

B code (off-site educational activity): This code is to be used for students attending a host school on a temporary basis because their home school cannot accommodate them. The host school should record the B code. The host school does not need to add this child to their attendance register but should keep a record of their attendance for safeguarding purposes and include the child in their daily totals for the educational setting status form - schools should put in place arrangements whereby the host school notifies the home school of any absences.

Using other authorised absence and attendance codes

Where other specific authorised absence and attendance codes are more appropriate schools may want to use these as usual, such as the M code (medical appointment).

Staggered start times

Schools should have a policy on how long the register should be kept open but where a school implements staggered start times, they may wish to consider temporarily extending this period, or reopening the register.

Changes to the Register on ScholarPack

To assist schools with their registers we have devised some subcategories to the Attendance codes. This is for your records, and will help you complete the educational setting status form. In Register > Manage Register, once you have selected your form group or 'Covid Bubble' from the Dynamic Group dropdown, click a cell to apply an attendance code. You will see in the image below there are

Covid-19 Subcategories of: 

C -  choosing not to attend

I -  illness involving COVID symptoms (the I code for other illness is found under Normal Codes in the dropdown)

X - Not required to be in school

Y - shielding

Y - self-isolating

sub_codes.png

These code options are also available at the base of the student table in Manage Register in order to apply in bulk to a number of students in that group.

mceclip0.png

Note: while every effort is made to ensure this guide is correct, please seek guidance from your Local Authority or Trust leadership for the final decision on attendance codes.

Was this article helpful?
4 out of 4 found this helpful